CD-ROM RECEIVING AND PROCESSING POLICY

Updated November 3, 2004

Cataloging:

Create separate records for titles held in CD-ROM as well as hard copy and/or microfiche.

 Classification:

Classification and form subdivision is identical to classifying hard copy materials.

If the title is the CD-ROM version for a title we already have in hard copy, use the call letters assigned to the hard copy, with the designation CD-ROM on a new line below the original call letters, e.g., Copyright on CD-ROM by Paul Goldstein, with hard copy entitled Copyright.

For the CD-ROM:

KF

294

G652

1995

CD-ROM

For the hard copy:

KF

294

G652

1995

If the title is a journal, follow the CD-ROM line with the volume notation, e.g. Journal of science & technology law, the CD-ROM version of Boston University journal of science & technology law.

CD-ROM call number:

K

10

O893

CD-ROM

V.7(2001)

Hard copy call number:

K

10

O893

V.7(2001)

Item Type: Follow Circ Rules for the kind of material, i.e. LAW-PERBND for serials, NONCIRC for primary material

Home Location: Unless assigned on Routing Slip to REFERENCE, OPEN-RES, etc., assign to STACKS-2, STACKS-3 or BASEMENT based on LC classification letters.

Serials Control:

If the disc is going to be a regular supplement or component of a title, then a separate control record should be created for recording its receipt.

Check in the issue and add to note field of the prediction what material is included. For example:

Note: + 1 computer disc

If the item receives a barcode, modify the item and change the number of pieces from 1 to however many parts are present. For instance, if an annual directory comes with an index on disc, change the number of pieces from 1 to 2.

Check to see if there is any mention of computer components in the bibliographic record.

If there is no mention of the computer component, make a printout of the record and give it to either the Monographs Cataloger (if it is a monograph) or the Serials Cataloger (if it is a serial).

If there is mention of the computer component, write and insert a note ("with disc," etc.) and place the piece with note in the large wooden box in the Processing work area.

Discs with loose-leafs should be sent out to the loose-leafing/shelving staff with the accompanying release or issue. Serials staff is not responsible for checking to see if there are previously received discs, pockets in binders, etc. The loose-leafing/shelving staff will be responsible for coordinating with Cataloging any changes needed in title records, MARC holdings and the physical processing of discs.

Physical Processing:

Leave CDs in accompanying caddy or place in caddy if not provided by vendor. Place caddy in clear CD-ROM caddy album and make spine labels for the caddy and the caddy album. With a fine point permanent marker, write "Stanford Law Library" and the call letter around the inner portion of the CD closest to the hole. Generally, this area is free of text and graphics. After writing this information on the CD, overlay CD-ROM tattle tape onto CD. Place barcode over the tattle tape film and input barcode into the online record.  Process accompanying text material as traditional hard copy.